Perkins Fiscal TrainingTreatment of Money Detail –

Secondary

Michelle Kamenov, Joel Larsen,

Laurie Rheault

Minnesota Department of Education

September 24, 2015

AGENDA

Review development of Secondary Perkins Budget (Excel Spreadsheet)

Review Procedures for submitting applications and budgets through SERVS Financial

The secondary Perkins budget spreadsheet and instructions areavailable for download at http://www.cte.mnscu.edu/professionaldevelopment/index.html

An overview of the CTE Revenue for FY 2015

Process

Step 1:

Verify final Perkins consortium allocation, including separate basic and reserve allocations.

July 2014

Process

Step 2:

Complete Perkins application, including identification of activities by goal, administrative expenses, and activities to be carried out for the consortium by subgrantees

Process

Step 3:

Develop the budget for each activity, including by whom or where the activity will occur

Learning that works for Minnesota

CTE™

Goal 1: Des ign ing &.implementing Programs o f S tudy Gca1s , Objec tives and Strategies

Process

Step 4:

Determine for each activity whether it addresses Basic Grant or Reserve Fund activities.

Process

Step 5:

Determine the appropriate UFARS Object (OBJ) code(s) for each activity. Each expenditure may be reported under only one object code.

http://education.state.mn.us/MDE/SchSup/SchFin/FinMgmt/UFARS/

UFARS OBJ

Process

Step 6:

Complete the Perkins Secondary Budget Spreadsheet to be attached to the Perkins application in SERVS Financial and submitted with your online application at applyheremn.org

Consortium nameFiscal agent District number and typeBasic

Reserve allocation

BUDGET SUMMARY TAB

Objective 1:

Professional Development-Technical Skill Development

Objective 2: Travel

GOAL 1 TAB

Goal 2 Tab

Goal 3 Tab

Process

The consortium would similarly enter information for goals 4 and 5.

Admin Tab

Budget Summary Tab

Budget Summary Tab

CAUTION

Moving or copying/pasting cells on the spreadsheet may disrupt the automatic summary features (to the Budget Summary tab).

Process

Step 7:

Revise the budget spreadsheet whenever substantial budget changes are made.

Process

Step 8:

In January, enter expenditures made through December 31 on the spreadsheet by goal (or admin) and submit the updated spreadsheet to Michelle Kamenov at MDE

Learning that worksfor M innesota

CTE™

A I IB c D E F I GI I I I H I I

1 Carl D. Perkins Education Act · Basic Grant · Goal 1 Secondary Budget 2014-20152 Goal 1: Designing Programs of Study

3 Consortium Name: Central La k es

4

5 Column total 118,840.25 - - -Expenditures

throughReallocated

Amount

UFARS

Object Code UFARS Object Description

140 Licensed Classroom Tea:her

6 Objective Item Amount Reserve Amount Notes December 31

7 1 T SAIP O S/S p e c P roj C oord 5,000.00

8 1 lnservice pay CIS Workshop 1,000.00 140 Licensed Classroom Tea:her

9 1 FICA fu1 above 76.50 210 FIC.•IMedicare

10 1 TRA for above 70.00 218 TRA (Teachers Retiremeot Association)

11 1 WC for above 23.80 270 Workers Compensation

12 1 Curriculum dev pay 4,050.00 140 Licensed Classroom Tea:her

13 1 FICA for above 309.83 210 FIC,6/Medicare

14 1 TRA for above 283.50 218 TRA (Teachers Retiremeot Association)

15 1 WC for above 27.54 270 Workers Compensation

16 1 Professional Development 2,000.00 303 Federal Subawards and Subcontracts - Amount up to $25.000

17 1 Professional Development 1,000.00 366 Travel. Conventions and Conferences

18 1 Equipment 25,128.00 303 Federal Subawards and Subcontracts - Amount up to $25.000

19 1 Equipment 10,482.00 303 Federal Subawards and Subcontracts - Amount up to $25.00020

14 4 • •1 I1 Equipment 5,000.00 530 Other Equipment Purchcsed

Budaet Summary J Goal 1/Goal 2 /Goal 3 /Goal 4 /Goal S /Admin / UFARS OBJ /r,;;1/ Ill I

1111

I will now turn the discussion over to Laurie

Rheault to talk about SERVS Financial.

Secondary Perkins Funds and SERVS FinancialFIN 428 Basic

FIN 475 RESERVE

Perkins Secondary Accessing Funds –SERVS Financial

SERVS (State Educational Record View and SubmissionSystem) is a password protected website where you can find all grant opportunities through the Minnesota Department of Education

https://w1.education.state.mn.us/EGMS/

SERVS Financial

SERVS Financial

AllOpenGrant Opportumtles

Horne: AccountabilityPrograms: ProgramAccountabilityand Improvement: Grants ManagementDirectory: All Open Grant Opportunities

Thi table includes a listing of all co1111Jetitive andformula grant opportunities currently available through the MinnesotaDepartment of Education. You may sort and retreve information by grant title, MOE program 3rea, eligible applicants, dollar amount or due date. Select a S!Jecific grant title for more detailed information about the grant opportunity.

Contact

mds.ss.rvsfinsncisl

> Current sorting cr iter ia : Fiscal Year & Descending

Title Program Area Eligible ApplicantsAmount Up Application

To Due Date

FORMULA - 420 - SFY 2012, IDEA PARTB SECTION 619 PRESCHOOL

Lf !: : N_TLVE, f l E_s 3:5....C_i:o .84,1r A

FORMULA - 475 - SFY 2012, CARL 0 . PERKINS CAREER AND TECHNICALEOUCATION-RESERVE, CFOA 84.048A, FFY 2011

FORMULA - 428 - SFY 2012, CARL 0 . PERKINS CAREER ANO TECHNICALEDUCATION-BASIC, CFOA 84.048A, FFY2011

Program Finance/Early Local Education2012 $5,379.541 06/30/2012

Learning Seivices Agencies (LEAs)········ ·-···· -······

Center for2012 Postsecondary

Success

/\pprovcd Pcrl<inoConsortia

$76,197 10/ 14/2011

Center for2012 Postsecondary

Success

Approved Perkins Consortia

$588.280 10/ 14/2011

r1

Hslp

FORMULA - 419 - SFY 2012,IDEA Program Minnesota Local

SPECIAL EOUCATION PART B SECTION 2012 Finance/S!Jecial Education .A.gencies $167'129,401 06/30/2012

611REGULAR,CFOA 84.027A Education (LE.A.s)

SERVS Financial

SERVS Financial

Select your district.

Select Grant Management.

SERVS Financial

Your grant application has been successfully submitted and the status is “Signature Pending”. Once the Superintendent or Executive Director has approved this application on behalf of your organization, MDE will begin their review process. You may check the status of this or any other application on the Grant Applications page of SERVS Financial Grants Management.

SERVS Financial

SERVS FinancialElectronically Signing the Application

SERVS Financial

Application Status Options• Signature Pending – application submitted by Application-

Budget, Application-Budget Approver or Account Register.Application Budget Approver must sign.

• Under Process – Application Budget Approver has signed. It is now in MDE’s workflow queue awaiting review.

• Resubmit – MDE has requested that you resubmit theapplication to make changes.

• Denied – Your application is formally denied.

• Approved – Your application is approved .

SERVS Financial

SERVS Financial

SERVS Financial

SERVS Financial

SERVS Financial

SERVS Financial

SFY 15 EXPENDITURES

All Budget Revisions and Expenditure Draws must be completed by November 1, 2015

SFY 16FIN 428 and FIN 475 Allocations

1. Inform your Authorized Agency Representative that allocations are available

2. Ask the Authorized Representative to ACCEPT the FIN 428 Basic and FIN 475 Reserve funds

3. Create your budgets for both 428 and 4754. SERVS budgets must match your approved budgets that

were submitted through the DULLES system.5. Draw funds

Laurie RheaultGrant Specialist Senior

Minnesota Department of Education651 582-8432

laurie.rheault@state.mn.us

SERVS Financial

REMINDERS

• Make final FY15 budget revisions and SERVSdraw requests for Basic-428 and Reserve-475by November 1, 2015.

• Be sure to draw from course code 011 before drawing from current year (000) funds.

• SERVS expenditures must match UFARS.

I will now turn the discussion over to Joel Larsen to talk about

the CTE Revenue system

Career & Technical Education Funding

CTE Revenue – FY 15 (2014-2015) & beyond:

35% of Program Expenses

Career & Technical Education Funding

There was a cap on state revenue for:FY 2012 - $17,850,000FY 2013 - $15,520,000FY 2014 - $ 20,657,000

There is currently no cap on state revenue.

2014-2015 CTE Expenses reported

AFNR = $128,869Business = $ 23,202 Marketing = $ 80,845Construction = $ 85,395Cooperative District = $ 84,217Total $402,529

X 35%= $140,885.15

CTE Expenses

140/143 - Teacher Salary

(Not including benefits)

185 - Including Extended days

Teacher contact time in approved program

365/366 - Travel

Professional Development

Student Organization Activities

CTE Program Expenses 305/394/396 - Services by contract (Page 12

CTE Users Guide. Attach a copy of the contract.

433/490 - Operational Budget (NOT Capital)

610 – Curriculum development Activities

Attach a copy of the activities.

Program Approval

STEP 1:

Need to complete Program Approval 5 year cycleDue November 1Contact Debra Blahosky for detailsMaster list of current Approved Programs goes to Data system March 1.

Anticipated CTE Expenses

Anticipated CTE Program Expenses for

the next year are entered April 15 – May

15. (FY 17 - 2016-2017)

Requires districts to have approved CTE

programs in the current data base.

These anticipated CTE expenses are sent

to UFARS June 1.

Actual CTE Program Expenses

Report actual CTE Program Expenses

September 1, immediately follow close of

school & fiscal year.

Requires approved program.

Requires appropriately licensed teacher.

These expense reports are submitted to

UFARS and compared with, and

reconciled by October 31.

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Questions!

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MnSCU Career and Technical Education

www.cte.mnscu.edu/

Webinar recordings, presentation PowerPoints

www.cte.mnscu.edu/professionaldevelopment/

finance-and-accountability.html

MDE Office of Career and College Success

http://education.state.mn.us/MDE/StuSuc/CareerEd/index.html

Materials

Treatment of Money Detail-

PostsecondaryMonday, Sept. 28, 1pm

Perkins Fiscal Webinars

CTE Webinar Series

www.cte.mnscu.edu/professionaldevelopment/finance-and-accountability.html

Previous CTE Perkins Webinars Perkins 101 for New Consortia Leaders Accountability I - Secondary and Postsecondary Accountability II: Secondary Webinar Accountability II: Postsecondary Webinar MN Perkins CTE Requirements and Uses of Funds 2015-2016

Perkins Consortium Coordinators MeetingSave the Date!

November 4, 2015

Normandale Community College

www.cteworksminnesota.org/registration/coordinators-meeting/

2015 CTE Works! Summit

Snapshots From MN Career Technical Education

Keynote: Emily Hanford, American RadioWorks

November 5, 2015

Sheraton West, Minnetonka, MN

www.cteworksminnesota.org

Upcoming Events

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REMINDER:

For secondary participants, Continuing Education Units (CEU’s) will be made

available for teachers for this series of webinars (1 Hour per webinar). In

order to get the necessary certificates you MUST complete the session

evaluation.